REPORT TO COUNCIL
SUBJECT
Title
Approval of Agreements with 18 Recreational Instruction Providers for Programs and Services through City's Parks & Recreation Department for Five-Year Terms
Report
BACKGROUND
The Parks & Recreation Department manages and maintains the City's park system, recreation facilities, pools and cemeteries as well as provides recreation programs, services and activities that contribute to the vitality, health and wellness of the community. The Department's Recreation programs serve over 30,000 customers per year and generate approximately $2.6 million in revenue. Program offerings are promoted through the City's Activity Guide, which is developed and published three times annually. Program registration is conducted online, as well as in person and by mail.
The City currently has agreements with over fifteen contractual program vendors (Contractor) who provide a variety of fee-based recreation programs and services that are priced at market rate for the region. The program revenue is split between the contractor and City. Contractors typically retain between 60% and 80% of gross revenue per participant, while the City retains the remaining balance that recovers City costs for marketing, facility use, and program administration.
The City is interested in greater transparency, competitive procurement practices, and more efficient delivery of services. Formerly, recreation contractor agreements were executed seasonally. The proposed practice is one agreement per contractor for a five-year term, with a contingency for seasonal program adjustments.
DISCUSSION
Request for Proposals and Selection
On November 6, 2018, the City issued a Request for Proposal (RFP) to select qualified vendors to provide recreational services. The various recreation programs and service categories were consolidated into one RFP with the goal of creating a pool of contractors whom are eligible to provide recreational services as needed. The City published...
Click here for full text